Privacy Policy and Constitution

THIS PRIVACY POLICY APPLIES TO MEMBERS OF BRECKNOCK and RADNOR BEEKEEPING ASSOCIATION (B&RBKA). IT EXPLAINS HOW WE PROCESS PERSONAL INFORMATION ABOUT YOU IN RELATION TO MEMBERSHIP OF OUR ASSOCIATION.

Introduction

Brecknock and Radnor Beekeeping Association (B&RBKA) is a membership organisation for beekeepers in the local area. In turn B&RBKA is itself a member organisation of The Welsh Beekeepers Association (WBKA) and acts as an agent for the collection of subscriptions and premiums for Bee Diseases Insurance Ltd. (BDI). B&RBKA also has relationships with BeeCraft & Beebase. This Privacy Policy applies to all these activities. For the purposes of this statement members, whether individuals, branches other groups are referred to as ‘members’

We maintain high standards of confidentiality regarding the personal information provided to us by our members. This Privacy Policy has been prepared to inform you of our policies and practices concerning the collection, processing and security of your personal information which we use in relation to our activities within B&RBKA.

Personal information

For this Privacy Policy, personal information means any information we may hold about you, which is recorded in any form. In order to provide you with membership and other services we offer and to keep you in touch with you about our activities. We have a contractual obligation to process your personal information and this Privacy Policy explains why and how we collect, use and store your personal information.

What type of personal information do we use?

All personal information is held in strict confidence and not revealed to anyone outside B&RBKA unless it is necessary in relation your membership of B&RBKA or is otherwise expressly or implicitly authorised by you or required by applicable law.

In the course of our relationship with you, we will need to collect, process, and sometimes, disclose various types of personal information for various purposes associated with your membership. The personal information we collect may vary between individuals and may include some or all of the following:

Your full name and home address;

Contact information, such as your home and mobile telephone numbers and e-mail addresses;

Details of the numbers of beehives you manage;

Details of any beekeeping qualifications you may hold

Details of any offices you may hold or have held in your local, regional or national beekeeping associations;

Whether you have accepted or unsubscribed from our mailing lists or those of the BBKA or other bodies we are members of, including BDI, BeeCraft & BeeBase.

Any other personal information that you may voluntarily provide to us.

How do we use your personal information?

B&RBKA uses personal information for the purposes set out in this Privacy Policy. Under no circumstances will we sell any of your personal information to another organisation for them to promote their products or services to you.

We may use your personal information for the following purposes:

Information: to provide you with details of our activities, and those of other beekeeping groups.

WBKA; to enable WBKA to provide the services to you that we have agreed, including the provision of a quarterly magazine by post, email or other means as you have indicated.

Insurance (BDI): to fulfil our obligations under the insurance contract with BDI that we act as agents for in this matter.

Any purpose which is required by applicable law; and

To carry out any other purpose which is disclosed to you and to which you consent.

You may ask for your details to be modified at any time.

We may also disclose personal information about you to other organisations that perform services for us. Only such personal information as is relevant will be provided to such organisations, providing they agree to provide appropriate protection for such information.

Use of your information outside the European Union

We may sometimes need to transfer your personal information to countries outside the EEA where the level of protection may not be as comprehensive as it is within the EEA. Where appropriate, we have procedures in place to ensure that your personal information is adequately protected.

Accuracy and access

We will endeavour to ensure that any personal information provided by you and/or held by us is as accurate, current and complete as necessary for the purposes for which we use that information.

You have a right to request access to your personal information and to request a correction to it if you believe it is inaccurate. In the event that you believe that your personal information is not accurate or you require access to your personal information, you may make a request using the contact details below.

We will always endeavour to provide timely access to your personal information. However, we may verify your identity to our satisfaction prior to doing so. Further, there may be circumstances where access cannot be granted. For example, where access would lead to the disclosure of personal information of another individual and that individual refuses to provide consent to the disclosure, or information subject to privilege or other legal restrictions. In such cases you will be notified of the reason why it is not possible to grant access to your personal information.

B&RBKA may collect and store your personal information in many forms (hard/soft copy, electronically, facsimile, telephone conversations/recordings, etc.), but will only do so by lawful means and only for necessary purposes that have been disclosed to you.

Personal information collected in any form will only be retained so long as it is required: a) for the purpose for which it was collected; b) to be retained by law; or c) to address any issues that may arise at a later date. We normally keep members’ data after their membership lapses in case the later wish to re-join for a period of two years. When your personal information is no longer required for these identified purposes, we use secure procedures to destroy, delete or erase the personal information.

Consent

By providing your personal information to B&RBKA, you agree that we may collect, use and disclose your personal information in accordance with the terms of this Privacy Policy, as updated from time to time. If you do not agree with these terms, you are requested not to provide any personal information to us, other than that which is necessary in relation to your membership with B&RBKA.

Please note that there are circumstances where the use and/or disclosure of personal information may be justified or permitted or where B&RBKA may or must disclose information without consent, in accordance with the applicable law. Where obliged or permitted to disclose information without consent, B&RBKA will not disclose more information than is required for the purpose that obligates or permits us to disclose such information.

You have the right to revoke your consent to the collection, use and disclosure of your personal information at any time. We will discuss with you the reason we need your personal information and why the revocation of your consent affects our ability to continue with certain aspects of your membership with B&RBKA, including the provision of benefits you have paid for.

Storage and security

B&RBKA has taken steps to maintain physical, procedural and technical security for personal information. We will take appropriate technical and organisation measures to keep your information confidential and secure in accordance with our internal procedures for covering the storage, access and disclosure of information. B&RBKA intends to use the services of eReturn2 provided by BDI Ltd and Purely Solutions Ltd as the prime method of storing and processing your membership data, as this provides a fully secure and GDPR compliant membership system, however information may be also kept in paper files.

eReturn2: BDI / Purely Solutions act as a ‘Data Processor’ in relation to our membership services. B&RBKA have a contract in place which confirms that the processing of your data will comply with the terms of this privacy policy.

Local data: There will be times when data is downloaded to local computers – e.g for the printing of address labels. In such circumstances data will be processed and deleted after processing. Any files stored locally will only be held on password protected computers that will have anti-virus and anti-malware protection installed. No data will be emailed that is not password protected or otherwise encrypted either internally within B&RBKA or to third parties.

Our website and social media

This Privacy Policy includes activity in relation to our website (https://breconandradnorbka.wordpress.com) We cannot control the use of your personal information by external websites or social media to which you subscribe or choose to access.

No personally identifiable information will be used on our website.

You are not required to use social media to inform the public that you are a member B&RBKA, but you may do so, providing the information you use is accurate and is not derogatory or defamatory. Use of your personal information and contact details on social media or external websites is entirely at your discretion and B&RBKA cannot be responsible for the actions of any third party organisations.

Accountability

B&RBKA takes the protection of personal information seriously. We require all the other organisations who provide services in connection with our activities to comply with these obligations.

In accordance with the Data Protection Act 1998, B&RBKA is not required to be registered as a ‘Data Controller’ on the public Register of Data Controllers as maintained by the Information Commissioner.

Effective date of this Privacy Policy

This Privacy Policy is in effect as of May 2018 and was last updated on 23rd April 2018. In the event of any further updates, an appropriate notice will be issued to you.

Contact us

Should you have any questions, complaints or concerns regarding this Privacy Policy or the personal information we hold about you, you can contact us as follows:

Constitution

The title of the Association shall be “The Brecknock and Radnor Beekeepers’ Association”.

2. Aims and Objectives

The encouragement, improvement and advancement of beekeeping in Brecknock and

In furtherance and ancillary to this object the Association has the following powers:

(a) To encourage the detection and eradication of bee diseases.

(b) To exchange and disseminate information and ideas.

(c) To arrange for the holding of demonstrations and lectures.

(d) To raise funds and to invite and receive contributions from any person or persons or

organisations whatsoever by way of subscription, donation or otherwise.

(e) To do all such lawful things as shall further the objects of the Association.

3. Membership

The membership shall be open to all who support the aims and objectives of the Association.

4. Trustees

The officers and members of the committee shall be the trustees of the Association.

5. President and Vice-Presidents

At the Association’s Annual General Meeting, the members may appoint a President and Vice-Presidents of the Association for the ensuing year as a mark of their esteem.

6. Officers

(a) The Officers of the Association shall be Chairman, Honorary Secretary and Honorary Treasurer.

(b) At its first meeting after the Annual General meeting, the committee shall appoint one of its members to act as a Vice-Chairman.

(c) The committee may appoint such other officers as may from time to time be deemed necessary.

7. The Committee

(a) The Association shall appoint annually at the Annual General Meeting an Executive Committee to be constituted of the Chairman, Vice-Chairman, Hon. Secretary, Hon. Treasurer and other officers elected by members of the Association.

(b) The Executive Committee shall consist of at least six and not more than twelve members.

Four members present will constitute a quorum.

(c) The Executive shall have full power to fill casual vacancies and to co-opt members to the Committee provided that the maximum number be not exceeded.

(d) The Association’s representatives to the Welsh Beekeepers’ Association shall be members of the committee.

(e) No member of the Executive Committee shall supply or be directly or indirectly interested (other than as a shareholder in a Company in which he holds not more than one-hundredth part of the Capital or as an official of a Bank in which the funds of the Association are deposited) in the supply of work or goods to the Association except by way of free gift. However, the committee may publish a list of Association members who are willing to supply bees or equipment to fellow members at a lower than commercial rate.

(f) The Executive Committee shall hold meetings at least twice a year and not more than five months shall elapse between the date of one meeting and that of the next. Normally seven days notice of any meeting shall be given. In the event of a tie, the Chairman shall have a casting vote.

(g) The Executive Committee shall have power to :

(1) Make bye-laws.

(2) Refuse membership, defer or accept applications for membership made in due form,always providing that it shall not be bound to give reasons for its action.

(3) Expel any member bringing discredit on the Association.

8. Meetings of the Association

There shall be an Annual General Meeting of the Association which shall be held not later than three months after the end of the financial year of the Association and such Extraordinary General Meetings as the Association may determine. Fourteen days notice shall be given for both Annual General and Extraordinary General Meetings to every member by post or email provided that failure to notify any member shall not invalidate the meeting.

The quorum for any General Meeting of the Association shall be one quarter of the paid up membership as certified by the Secretary. Every members present shall be entitled to one vote on each motion and in case of equality the Chairman shall have a second or casting vote.

9. Annual General Meeting

Matters to be dealt with at the Annual General Meeting of the Association shall include:

(a) The appointment of the President, Vice Presidents, Chairman, Hon. Secretary, Hon. Treasurer, members of the Executive Committee and representatives of the Association to the Welsh Beekeepers Association.

(b) The appointment of an Auditor or Independent Examiner.

(c) The receipt of the report of the Executive Committee.

(d) Receipt of the Balance Sheet and Income and Expenditure Account for the last financial

The Annual General Meeting may grant Life Membership as a mark of esteem in recognition of past services or any consideration deemed worthy.

10. Accounts

(a) The Association’s financial year shall end on 31st December in each year.

(b) The Executive Committee shall cause proper books of Account to be kept with respect to:

(i) All sums of money received and expended by the Association and the matters in respect of which such receipts and expenditure takes place.

(ii) All sales and purchases of goods by the Association.

(c) The books of Accounts shall be kept at such place as the Executive Committee shall decide and shall be available for inspection as the Association shall decide and at the Annual General Meeting.

(d) All funds except Petty Cash shall immediately on receipt be paid into the Bank Account to be opened and maintained in the name of the Association. Any cheque shall be signed by two officers of the Committee, one of whom preferably shall be the Treasurer.

(e) All records, e.g. Minutes and Accounts Books and the like on completion and when the Annual General Meeting shall decide, be lodged with the National Library of Wales, Aberystwyth, Dyfed and notice, serially numbered, requiring this shall be prominently affixed on the front of each and every book.

11. Finance

The Executive Committee shall have power to recommend to the Annual General Meeting the annual subscription per member and to receive legacies, donations and grants-in-aid from local authorities. They may also augment the income of the Association by any legal means. Exceptionally, non-beekeepers and scholars (in this context a scholar is a minor under the age of eighteen years and receiving full-time instruction at a recognized educational establishment) shall pay an annual subscription at one-half of the normal annual subscription.